Executive Assistant

Timeless Group of Companies is a family-owned retail, distribution, trading, and investment group based in Dubai, founded in 2003. Its aim is to empower and elevate established and emerging brands in the retail world through distribution and strategic brand-building services. The group works with premium and luxury international fashion, sports, and lifestyle brands across the Middle East and adjacent regions, holding exclusive distribution, procurement, and master-franchise rights through subsidiaries including Times Square Group and J.S.K Trading Limited. Its network reaches more than 300 GCC channels. Beyond retail and distribution, the group invests in early-stage ventures and operates a real-estate division. Timeless’ vision is to be a go-to partner for retail and distribution solutions, known for excellence, integrity, and fostering a community of thriving brands. Its stated values include People, Honesty, Creativity, Transparency, Operations, and Leadership. The company describes itself as a multicultural, family-run business with a long market legacy, bringing together brand-building, regional market expansion, and investment activities.

About the Role

Timeless Group of Companies is seeking an administrative professional to provide dependable day-to-day support to executives and keep essential operations organized in its Dubai office. You will manage calendars and appointments, coordinate domestic and international travel, and arrange meetings with internal stakeholders. The role also prepares agendas and meeting materials, handles confidential correspondence, tracks expenses and reimbursements, and maintains accurate executive records and files. You will help ensure action items receive timely follow-up and support the smooth flow of daily administrative operations. This full-time, on-site position calls for strong executive support, sound judgment, careful attention to detail, and clear communication. The search is suited to candidates with two to six years of relevant experience and a Bachelor of Business Administration or related Business Administration studies.

Key Responsibilities

• Manage executive calendars, appointments, and schedule changes, helping leaders prioritize commitments and maintain an organized flow of daily business activities.
• Coordinate domestic and international travel arrangements, ensuring itineraries and related details are organized and accessible to executives.
• Prepare meeting agendas and materials, coordinate meetings with internal stakeholders, and support productive discussions through timely logistical preparation.
• Handle confidential executive correspondence with discretion, professionalism, and clear written communication across internal business interactions.
• Track executive expenses and process reimbursement requests, maintaining complete and accurate supporting information for follow-up.
• Maintain organized executive records and files, making important documents and information easy to retrieve when needed.
• Support daily administrative operations and assist with follow-up on meeting action items so commitments remain visible and progress can be monitored.
• Demonstrated executive and C-suite support skills, with the judgment and discretion needed to assist senior leaders and handle confidential information appropriately.
• Strong calendar, appointment, and meeting coordination capabilities, including managing schedules and preparing agendas and meeting materials.
• Experience coordinating domestic and international travel and organizing the related details for executive itineraries.
• Proficiency with Microsoft Office for preparing documents, meeting materials, correspondence, and organized records.
• Correspondence management and clear communication skills, with the ability to handle executive communications professionally and accurately.
• Expense reporting and reimbursement processing skills, supported by careful attention to detail and reliable record keeping.
• Effective time management and administrative operations skills, including coordinating follow-ups and maintaining orderly executive files.

Additional Plus

• Fluency in English and one or more of Filipino (Tagalog), Sinhala, or Malay can support communication across a multicultural workplace.
• A Bachelor of Business Administration or studies in Business Administration align with the stated education focus for this search.

What You'll Bring

• Two to six years of relevant administrative or executive support experience, with the ability to manage competing priorities and deliver dependable day-to-day support.
• A Bachelor of Business Administration or an educational background in Business Administration, alongside practical strengths in executive support and administrative operations.
• Strong communication and time-management skills, sound discretion with confidential information, and a careful approach to correspondence, expenses, and records.
• English language capability; Filipino (Tagalog), Sinhala, and Malay are also relevant languages for this search.

Why Join Us

At Timeless Group of Companies, administrative work supports a family-owned business operating across retail, distribution, trading, and investment. The group works with premium and luxury international fashion, sports, and lifestyle brands across the Middle East and adjacent regions, and also invests in early-stage ventures and operates a real-estate division. This setting offers exposure to varied business activities and the coordination that helps executives and teams stay aligned. Timeless highlights a multicultural team, mentors with more than 25 years of industry experience, and opportunities to work across premium and luxury fashion, sports, lifestyle, investments, and brand-building. The company emphasizes career growth, training and development, collaborative teamwork, creativity, hands-on leadership, and exposure to international brands and regional market expansion. Its values include People, Honesty, Creativity, Transparency, Operations, and Leadership. Timeless also states a commitment to inclusion, cultural diversity, mentorship, and equitable opportunity, and supports community initiatives focused on inclusive learning spaces and equitable educational opportunities for children. In this role, your organization and follow-through contribute to effective executive support and daily operations in a diverse, growing business environment.

What We Offer

• Exposure to a family-run group working across retail, distribution, trading, investment, real estate, and international brand-building activities.
• Opportunities for career growth, training and development, and exposure to international brands and regional market expansion.
• A multicultural working environment that emphasizes collaborative teamwork, creativity, hands-on leadership, inclusion, mentorship, and equitable opportunity.

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